• Managing the approval of invoices through the goods receipting process, including seeking approval from the project team and recorded goods receipts within the GR tracker for each project.
• Act as the central point of contact for invoice queries, coordinating responses and resolutions with internal stakeholders.
• Ensure timely submission of payment applications to clients and raise project invoices in line with contractual requirements to support consistent cash flow.
• Review client feedback on payment applications and coordinate responses or resubmissions as required.

Commercial & Contract Support

• Maintain and update change management registers, including variations, compensation events, and related commercial records.
• Support the drafting, review, and issue of commercial documentation such as applications for payment, variations, compensation events, cost reports, and notices.
• Notify project delivery teams of incoming and outgoing contractual and commercial correspondence.
• Attend coordination meetings with clients and internal teams to discuss progress, issues, and contractual matters where required.

Financial Reporting & Audit Support

• Review cost centre reports to ensure expenditure is allocated correctly, liaising with Finance to correct misallocations where required.
• Collate and analyse cost data for monthly financial reviews and forecasts, ensuring costs are accurately categorised.
• Assist the Contract Manager in updating forecasts, monitoring project budgets, and preparing final cost versus tender analyses at project close-out.
• Complete project questionnaires and provide supporting documentation for interim and year-end audits, including contracts, variations, authorisations, and cost reports.

Document Control & Project Administration

• Manage project documentation in line with company and client requirements.
• Issue and control document numbers through the Master Document Register (MDR), ensuring revision status and document metadata are kept up to date.
• Control the creation, review, distribution, and transmission of documents throughout the document lifecycle.
• Upload, manage, and archive documents within SharePoint or other document management systems.
• Track document submissions, client review comments, responses, and resubmissions against contractual timescales.
• Format and proofread documents to ensure compliance with company standards.
• Assist with compilation of final project handover and close-out files.
• Provide general administrative and coordination support across the project as required.

Project Coordination & Quality Support

• Raise and track non-conformance reports as required.
• Coordinate Factory Acceptance Tests (FATs), including scheduling, client invitations, and attendance where required.
• Manage technical queries and ensure actions are closed out in a timely manner.
• Support preparation of monthly dashboards and contribute to management reporting.

SHEQ Responsibilities

• Maintain compliance with Health & Safety at Work Act 1974, Environmental Protection Act 1990, and all applicable company and client SHEQ procedures.
• Update and submit SHEQ KPI data as required.
• Support and participate in SHEQ initiatives and improvement activities, including completing safety audits on site.
• Report near misses, incidents, and improvement opportunities.
• Ensure appropriate use and maintenance of PPE.

Person Specification

Essential

• Experience in a contract administration, contract coordination, or commercial support role within construction, infrastructure, or engineering projects.
• Understanding of purchase-to-pay processes, invoice management, and cost control.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Proficient in Microsoft Office applications.
• Strong interpersonal, communication, and stakeholder management skills.
• Proactive, self-motivated, and detail-oriented approach.
• Flexibility to adapt to changing priorities and deadlines.

Desirable

• Experience working under FIDIC and/or NEC forms of contract.

• Experience with document control systems and audit support.

• Exposure to large-scale or multi-disciplinary projects.

• SAP experience is desirable but not essential